How Multitasking Hinders Your Output and Leads to Overwhelm
I know you’re thinking about something else right now. You’re not completely focused on this sentence. You’re trying to pay attention, but maybe it’s too noisy or too warm. Or you’re thinking about what to make for dinner. Or wondering how many likes your recent post has by now.
You’ve lost count of how many tabs are open on your laptop. Emails are piling up faster than you can purge them. Alerts are pinging on your phone. And, if you’re working from home, children and pets may vie for your attention.
You think you’re focussing on what you’re reading, but you’re trying to focus on so much more. This is multitasking.
The Multitasking Myth
And, unfortunately, multitasking is a myth. Despite our well-developed brains, humans can’t perform multiple complex tasks at once.
This is counterintuitive for many people. You think doing two tasks at once will make you more productive. You’ll get more done in less time. That seems like a good thing. So you pay bills while watching television or write reports while on a conference call.
But research shows that dividing your attention like this does not increase productivity. When you split your attention between two or more tasks, you aren’t actually getting more done. In fact, you’re doing less. It takes longer to complete both of them. And the quality of the work suffers. Multitasking leads to mistakes. And it produces stress and overwhelm.
It takes an average of 23 minutes to reorient to a primary task after a distraction. Efficiency can drop by 40%. Long-term memory suffers and creativity is reduced.
Even people who multitask frequently aren’t good at it. One study found that heavy multitaskers were worse at sorting out relevant information from irrelevant details than others.
These heavy multitaskers had difficulty switching between tasks and were less mentally organized. Heavy multitaskers had reduced memory capacity. And these results were consistent even when they weren’t multitasking. When heavy multitaskers worked on a single task, their brains had a hard time staying focused. It took them longer to complete the task, and they made more mistakes.
The research is clear. . .we really need to stop multitasking.
Why Can’t We Stop Multitasking?
Our Ego Makes Us Do It
There are many reasons that people multitask. The first is ego. Looking and being busy has become a badge of honor in our society. Employers expect employees to be on call all the time. Being tied to your cell phone has become a mark of success.
From a young age, we are told to stop daydreaming and wasting time. We are encouraged to use our time “productively.” We encourage kids to keep full calendars of sports and extracurricular activities. Colleges seek kids who are well-rounded. We schedule every minute of every day with activities. There is no downtime.
We think we always need to do something important. Multitasking provides an ego boost. “I’m so busy I have to do two things at once.” We fear that if we stop multitasking we won’t be as important.
We Are Bored
Another reason people multitask is boredom.
“Multitasking is the art of distracting yourself from two things you’d rather not be doing by doing them simultaneously.”
– Eideteker
If you are working on a project you don’t enjoy, you might put on some music or even a movie to distract yourself from the boring work. But this approach prolongs the time you spend on the task. It often results in lower-quality work.
In a world so full of distractions, it’s difficult to focus on only one thing. Last night my family was “watching television.” In reality, we were all scrolling on our phones while the television played in the background. Our brains are constantly seeking the next dopamine hit, and passively watching a television show wasn’t stimulating enough.
While multitasking isn’t new, the easy access to diversion is, which compounds the multitasking problem. Humans are information-seeking creatures and with access to this information literally in the palm of our hands, it is easy for boredom to lead us astray.
It takes mindfulness and discipline to stop multitasking.
Impatience
With so many demands on our time, it’s natural that people feel impatient. Traffic backed up? A slow clerk on the checkout line? These minor annoyances can wreak havoc on our over-scheduled days.
We’ve become accustomed to instant gratification in the information age. When we want something, we want it right away. Need a new pair of boots? Zappos can have them to your door the next day. Can’t remember who was President in 1950? A quick Google search provides an immediate answer. Unless the Internet is slow and that loading icon circles and circles and circles, making us crazy.
Impatience fuels multitasking. We don’t want to wait until we finish one task before moving on to something more interesting. When we hear our email ding, we immediately stop what we are doing to check out the latest notification. Even though we know it’s likely an ad from J. Crew.
In our haste to get more done each day, we jampack our schedules, making every moment feel like a race against the clock. Instead of taking out time, slowing down, and doing things properly, we rush to complete one thing so we can get on to the next.
The Folly of Illusory Superiority
Finally, despite compelling research that multitasking is not effective, many people refuse to believe it’s true of themselves.
One study found that 70% of participants reported they are “better than average” at multitasking. Of course, that’s statistically impossible. But it correlates with other studies of illusory superiority. People overestimate personal attributes they perceive as positive, like attractiveness, intelligence, and multitasking.
Some people dismiss criticisms of multitasking as the misinformed
This lack of focus is problematic for both productivity and creativity. Excellent work requires intense concentration. But there are so many distractions competing for attention, it’s hard to find that focus.
Flex Your Focus Muscles
In the “old days,” people closed the door as a signal they were working. This eliminated interruptions and provided time to concentrate.
Today, we need to do more than shut the door. We need to silence our phones and emails. And trick our brains into forgetting about all the possible stimulation.
Set time daily to work on complex tasks. Communicate that you are not available during this time. Select one task to focus on.
This helps you prioritize your most important work and helps build your focus muscle. Our lives are so filled with distractions. Home, work, school … there are always a million different things going on. It’s difficult to find the quiet space to focus.
Because of this, we need to practice. We need to devote time each day to strengthening our concentration. Just as we got to the gym to build our biceps slowly over time, we need to build up our attention spans and ability to concentrate on just one thing. It’s not exciting, but slow and steady practice is the only way to develop your focus.
The result will be better productivity. When you stop trying to do everything, and focus only on one thing, you will yield better results faster.
Stop Multitasking and Be Present
Focusing on one task at a time also helps you be present in the moment. Instead of juggling different to-do’s, you concentrate only on the most important.
This might be writing an article, composing an email, or doing a puzzle with your child. But whatever it is, it should be your sole focus. Mindless scrolling, or playing Candy Crush, while you are engaged in another activity diverts your attention and you don’t get full enjoyment out of either.
Not to mention, continually glancing at our phones when we are with others sends an obvious message that they aren’t very important. Over time, this lack of attention can lead to relationship problems and feelings of loneliness.
It’s fine to have a to-do list. Just stay on one task at a tie. Don’t let focus flitter to what’s next. Focus on what is right now.
If you reach for your phone to check your to-do list and get sucked into Facebook or YouTube, try keeping a paper journal instead. If an idea pops in your head that you worry you’ll forget, jot it down and then return to the task at hand.
There are many task management systems that recommend setting an alarm to remind you it’s time to change focus. The Pomodoro Method advises twenty-five minutes on task and then a five-minute break.
Eliminate Distractions
Silence notifications, close your inbox, and remove unnecessary tabs from your desktop. (I recommend aways keeping notifications off). You must prevent distractions from invading your mental space.
A white noise machine, or instrumental music can help drown out distractions. The sound can also signal your brain that this is work time. Your brain will associate the sensory stimulation with work time. Over time, it will become easier to focus whenever you hear the sound.
This strategy of pairing means you associate two unrelated activities. Pairing can help you cultivate good habits.
And it’s not limited only to sound. It works with your other senses too. Sit in the same place each afternoon to paint. Put on a cozy sweater or pair of slippers. Light a candle or use some essential oils. Or even make a cup of tea.
These rituals can help you enter a flow state, which makes it easier to focus on one task.
Find Your Flow
“Flow” is a term used to describe people completely immersed in an activity. When you experience flow you feel absorbed in the present activity. Distractions fall away and time passes quickly.
During flow, work feels easier and energizing. Each action, movement, and idea comes naturally from the previous one. You are completely focused on the task. Flow often occurs during tasks you enjoy and for which you possess the skills to complete easily.
Take advantage of flow states to maximize productivity. Schedule important work during the times you are at your best. You might be a morning person and do your best work before the sun comes up. Or, you might be a night owl and work best after midnight.
Embrace Your Natural Rhythms
There are a lot of articles written about how to become a morning person. And many CEOs credit their early morning routines for their success. But you don’t have to be an early bir. Flow can happen any time of day.
In fact, you shouldn’t try to force yourself to be someone you’re not. Everyone’s body clock is different. There’s no right or wrong time to work. It’s only important to figure out when your flow is at its best and use that time strategically.
You Can Stop Multitasking
Distractions will always arise to lead you astray. Even a small deviation in your daily schedule can wreak havoc on your habits and your goals. But small deviations lead to big differences. Consider the difference between “desert” and “dessert.”
Be mindful of your goals. Set boundaries. Create habits. And don’t let yourself get distracted.
